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Equipment Inventory

University of Washington

Customs Letters
Included on this page:

Definition

Process Overview

Timeframe for Getting a Customs Letter Issued

Department Procedures

Equipment Inventory Procedures

Forms

Contact Information

Definition:

A Customs Letter is a is a formal signed and notarized document accepted by US Customs. It is provided by the Equipment Inventory Office to University staff and students who are leaving the country with University equipment as carry-on or checked-in baggage. The traveler should keep the Customs Letter with the equipment as it leaves the country, while it is in a foreign country, and most importantly, when the equipment returns to the United States.

The purpose of the Customs Letter is to:

Provide documentation that the University of Washington / State of Washington is the legal owner of the equipment;

Provide authorization for the equipment to be out of the country;

Prevent the traveling University staff or student from paying duty on the equipment when returning to the United States (the notarized letter serves as supporting documentation that the equipment was purchased prior to the period of travel).

Process Overview:

The Equipment Inventory Office prepares the Customs Letter based on information provided by the department on a Customs letter Request Form. Equipment Inventory signs and notarizes the Letter and returns it to the requestor.

Time Frame for Getting a Customs Letter Issued:

The department should allow seven to ten days for Equipment Inventory to issue a Customs Letter after they request it. Also, the department should notify Equipment Inventory if the Customs Letter needs to be "rushed", and Equipment Inventory will work to accommodate the department as much as possible. Departments are welcome to pick up a "rush" Customs Letter from Equipment Inventory as soon as it is ready. Equipment Inventory is located in the lower level of the Purchasing and Accounting Building at 3917 University Way NE.

Department Procedures:

The department must provide a list of specific information to Equipment Inventory for a Customs Letter to be prepared. To request a Customs Letter -

Complete the Customs Letter Request Form. Be sure to include:

Name and telephone number of the person requesting the letter (typically not the traveler).

Department box number or pick-up date.

Name, title, and the department of the traveler.

Date of departure and estimated return date. (Contact Equipment Inventory if your traveler makes several trips a year – a special letter can be issued for this circumstance.)

City and country (or countries) that the equipment will be used in.

University of Washington asset tag number(s), description of the item(s), and serial number(s).

Authorized departmental signature (department Director or higher).

Submit the Customs Letter Request Form to Equipment Inventory by one of the following methods:

Fax to Equipment Inventory at 206-685-9151 (5-9151 on campus)

Mail the form through Campus mail to Box 351121.

Equipment Inventory Procedures:

Upon receipt of the completed Customs Letter Request Form, Equipment Inventory will-

draft the Customs Letter, using the information provided from the department;

obtain the appropriate Equipment Inventory signatures;

notarize the Letter; and

return the original Letter and one copy to the traveler. The traveler should keep the original Letter with the equipment while traveling; the department should file the copy. Equipment Inventory will keep a copy of the Customs Letter as well.

Forms:

The Customs Letter is a formal signed and notarized document accepted by US Customs and will be prepared by Equipment Inventory for your department at your request. Your department cannot create this letter. Please use the Customs Letter Request Form to request a Customs Letter from Equipment Inventory.

Rules and Regulations:

United States Customs and Border Protection

Contact Information:

If you have general questions about Customs Letters, please call the Equipment Inventory main line at 206-543-4663, (3-4663 on campus) or email eio@u.washington.edu .